When someone you support leaves your service — they move programs, finish therapy, or you no longer track them — **archive** their profile. Archiving takes them out of day-to-day use without deleting their history.

> Prefer **archive** over delete. Archive can be undone. Permanent deletion is for exceptional cases and usually requires Support.

## What archiving does

- The profile **disappears from active lists** and the **profile switcher** for Staff and Guests.
- You **cannot switch to** that profile to view daily data, **audit logs**, incident reports, or other in-app views tied to an active profile.
- **No new entries** can be added while archived.
- Historical data stays in the database. **Managers and Billing users** can open **Archived Profiles** to review or restore.

For most team members, an archived person simply **isn't there** until restored.

## Archiving a profile

1. Sign in as a **Manager** or **Billing user**.
2. Open the **gear icon** menu → **Manage Profiles**.
3. Find the profile in the list and click **ARCHIVE** on that row.
4. Confirm.

The profile moves to **Manage Profiles** → **Archived Profiles**.

## Restoring a profile

1. Go to **Manage Profiles** → **Archived Profiles**.
2. Find the profile and click **RESTORE**.

The profile returns to the active list and switcher. Check **Groups** and guest access afterward if anything looks missing.

You must **restore** a profile before you can track, report, or share it again.

## Profile limits and archiving

**Archived profiles do not count** toward your plan's active profile limit — on **any** plan type, not just Family. If you're at your seat or profile cap, archiving one active profile frees a slot so you can add or restore another (as long as you're still within billing rules when restoring).

## Why not delete?

Deletion is permanent. Archive is the normal way to retire a profile while keeping records for compliance or future reference.

If you need a profile permanently removed (for example a formal privacy deletion request), contact **Support**.

## Common questions

- **Will my Staff still see archived profiles?** — No. Only Managers and Billing users see the **Archived Profiles** tab.
- **Can I run reports on an archived profile?** — Not through the normal switcher workflow while archived. Restore the profile first if you need active access to Analyze or daily views.
- **Can I export data before archiving?** — Yes — run PDF or spreadsheet exports while the profile is still active. See [Exporting PDF reports](https://support.behca.com/hc/behca-support/articles/exporting-pdf-reports) and [Spreadsheet exports](https://support.behca.com/hc/behca-support/articles/csv-exports-for-spreadsheets).

## Related articles

- [Sharing a profile](https://support.behca.com/hc/behca-support/articles/sharing-a-profile)
- [Creating a new profile](https://support.behca.com/hc/behca-support/articles/creating-a-new-profile)